Users and Groups
Users
If you are in the Admins group on your site, the first menu item on the admin Settings menu is "Users". Click on that and you will be taken to a page that lists all the users on your site, along with the groups they belong to.
Clicking on a user's name will allow you to edit their group memberships, as well as optionally require them to use two factor authentication via Duo to log into your site. Before checking the "Require Duo" checkbox, make sure that person has been set up to use Caltech's Duo service. Otherwise, they will be unable to log in to the site's admin interface.
When adding a new user to your site, you should use "Add a Caltech User". The "Add a Local User" button is for special cases, like when you need to let someone who doesn't have an access.caltech account log in to your site.
Creating a user as a "Caltech User" will allow them to log in using their access.caltech username and password. In addition, when that person leaves Caltech, their access to your site will be automatically revoked.
User Groups
All sites are set up with 5 groups:
- Admins
- Editors
- Contributors
- Viewers
Users should be put into exactly one group.
When IMSS creates a new site for you, they will have assigned the requestor(s) to the Admins group. This group can edit all content on the site, change all site preferences, manage collections, and add or remove users and set their permissions.
Editors have almost as much power as admins, but they are not allowed change anything in the "Site Preferences" section, they can not manage collections, and they are not allowed to add/edit/remove users from the site.
Viewers
The viewers group is unlike the other groups in that it does not allow the user to see the admin interface, and does not allow them to make any changes on the web site. The purpose of the "Viewers" group is to allow users to see pages you have designated as "Private, accessible only to users belonging to specific groups on your site" and have chosen "Viewers" as one of the allowed groups. This is useful if your site is public, but you want a section of it to be private to your lab or office.
Summary
| Permission | Admins | Editors | Contributors | Viewers |
|---|---|---|---|---|
| Can create and edit pages | Yes | Yes | Yes | No |
| Can publish pages | Yes | Yes | No | No |
| Can edit images and documents | Yes | Yes | Yes | No |
| Can edit site settings | Yes | Yes | No | No |
| Can edit site preferences | Yes | No | No | No |
| Can manage users | Yes | No | No | No |
Members
We do not create the "Members" group for every site, so if you'd like to allow people to edit their own "Person pages", you will need to email templates@caltech.edu and ask us to set up a "Members" group for your site.
Users in the "Members" group can edit specific person pages - and can upload and use images and documents stored in the collections associated with those pages. To choose which Person pages a particular member can edit, add them to the Associated Users list in the Settings tab of said Person pages.